2 Event Management jobs in St. Paul

Department: Operations

Reports to: Director of Operations

Compensation: $26/hour

Educational/Degree Requirement: None

Exempt or Nonexempt: Non-exempt, Benefit Eligible

Hourly or Salaried: Hourly

Hours Per Week: 40

Hybrid or On Site: Onsite

Language proficiency: English. Proficiency/familiarity with another language is a plus but not required.

Schedule: Varies according to event schedule typically THU-MON

The American Swedish Institute is a gathering place for all people to share experiences around themes of culture, migration, the environment, and the arts, informed by enduring links to Sweden. The American Swedish Institute and the historic Turnblad Mansion have been mainstays for cultural education and engagement in Minneapolis since 1929.

The American Swedish Institute is a gathering place for all people to explore diverse experiences of migration, identity, belonging and the environment through arts and culture, informed by enduring links to Sweden.

Stewardship We embrace the legacy of stewardship given to us in the Turnblad Mansion, Nelson Cultural Center, and our collections.

Hospitality We invest in our role as a welcoming and joyful place for all people and foster authentic relationships with communities local, national, and international.

Learning We offer transformational, varied learning experiences by providing platforms for reflection, participation, collaboration, and the exchange of ideas.

Difference We honor variation and interconnections among cultures and histories, engaging with the complexities, creativity, and consequences of their interactions.

Innovation We create innovative programs, collaborations, and experiences that embrace beautiful design and encourage new ways of thinking.

Sustainability We embody our social and environmental responsibilities through programs, facilities, and operations that sustain the well-being of our organization, communities, and the natural world.

ASI provides equal employment opportunities for all persons regardless of age, race, color, religion, creed, national origin, marital status, familial status, sex, gender identity and/or expression, pregnancy, sexual orientation, disability, veteran status, genetic information, status with regard to public assistance, or any other characteristic protected under federal, state, or local law. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.

The Custodial and Event Logistics Coordinator ensures ASI spaces are always at their best, laying the foundation for a fantastic visitor experience. This position has a unique mix of customer-facing, custodial, and administrative duties. The primary responsibilities include scheduling the cleaning of all ASI spaces and coordinating the set-up and tear down of activities taking place across public and staff only spaces, both indoors and outside.

The Custodial and Event Logistics Coordinator works closely with our in-house catering partner and is the primary liaison to custodial and security vendors providing necessary support for events and guests alike. This position will steward the cleaning of the historic mansion, provide back-up custodial support throughout the day, and is often in an active role moving furniture and event equipment. The Custodial and Event Logistics Coordinator is part of the Operations Team and collaborates across departments to ensure ASIs hospitality and stewardship values shine.

Event Set-up & Custodial 60%

• Responsible for chairs, tables, signs, stanchions, waste receptacles, A/V, and specialty furniture items to be placed pre-event and put away post event.
• Perform historic mansion cleaning pre and post events including vacuuming, dusting, mopping, garbage removal, and spill removal in accordance with historic mansion use policy.
• Provide back-up custodial services as needed during regular museum hours or after-hour special events.
• Provide A/V set-up and ability to troubleshoot A/V issues with guests.
• Provide ASI presence at event rentals and special events to respond to guest needs, vendor support, and general problem solving all while using a positive customer service attitude.
• Close mansion at end of day or end of after-hour events.
• Responsible for closing and arming the building each night after work.
• Fill out incident paperwork for staff and guests as needed.

Administrative & Logistics 40%

• Schedule contracted cleaning crew, set-up crew, and security vendors for all event activities and high-volume guest days.
• Provide work direction to set-up crew to ensure proper setups and teardowns of events.
• Coordinate, schedule, and provide direction to the Custodial and Event Logistics Assistant, and other ASI staff working at after-hours events.
• Schedule door and elevators in security software for guest access outside normal museum hours.
• Liaison with commercial cleaners to uphold ASIs standard of cleanliness in both public and staff only spaces.
• Monitor inventory of cleaning supplies for proper guest functions and maintain inventory of FF&E to efficiently meet needs or schedule for deep cleaning.
• Maintain the ASI Schedule and work collaboratively with all users to ensure event needs are met and calendar policies align with user needs.
• Attend and lead the weekly Set-up meeting bringing together all departments and catering partners to ensure facility and event success.
• Maintain a positive work atmosphere by behaving and communicating in a manner that fosters good relationships with co-workers, supervisors, members, volunteers, catering and rental partners, and guests of ASI.

Diversity, equity, accessibility, and inclusion (DEIA) are core functions of all positions at ASI. While some roles may have more specific responsibilities, the items below are a part of everyones role:

• Demonstrate a commitment to DEIA through continuous personal development, modeling inclusive behaviors, and proactively managing bias to help cultivate and promote a culture of inclusivity and belonging for all staff.
• Proactively work on your own and collaboratively with other museum staff to ensure equitable and representative experiences for all museum visitors and program participants.
• Perform other duties as may be assigned.

The above statements reflect the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.

• Must be 18 years of age or older.
• Two-years experience in commercial cleaning or historic property cleaning.
• Two-years experience customer and guest services.
• Proficient in Microsoft Office products and using multiple calendars.
• Comfortable learning new software or applications, especially related to building systems and security.
• Ability to organize work, set priorities and manage multiple tasks on deadline.
• Collaborative individual with ability to work effectively across departments and with key team members to ensure successful programs and events.
• Proactive attitude providing solutions to issues before they become problems.
• Ability to use reasonable judgment when working with the public.
• Must be punctual, reliable, with a strong work ethic.
• Ability to move and set up tables, chairs, and sound system equipment.
• Ability to lift/move up to 40 pounds often. 50 pounds occasionally.
• Ability to climb ladders occasionally for set up needs.
• Availability to work flexible work schedule including nights and weekends.
• Ability to relate and work effectively with people of diverse cultural, economic, and ethnic backgrounds.
• Bloodborne pathogen, PPE and Hazmat Communication certified, preferred or willing to become certified.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is often required to stand; walk; sit; use hands to handle, or feel objects, tools or controls; reach with hands and arms; climb stairs and ladders; read, talk and hear. The employee must possess and strength and agility to often move furniture and chairs up to 40 lbs and lift or move office products and supplies, up to 20 pounds.